Confidential Secretary (Unclassified)
JOB CODE: 3512
PAY GRADE: 2190
SALARY RANGE: $38,411 - $63,487
LOCATION OF WORK
Various City-Parish Departments
Under the executive direction of a department head, performs confidential administrative support work at the expert level and supervisory work of a complex and sensitive nature. Work involves relieving a department head from a variety of administrative duties by assuming delegated authority in assigned areas, office management, coordination of special projects and serving as administrative liaison within and outside of the department. Work requires the exercise of independent judgment in accordance with established guidelines, policies, rules and regulations, and is reviewed through conferences and results obtained. Performs other work as requested.
ESSENTIAL WORK TASKS
Performs confidential administrative support work for a department head; may make difficult decisions concerning administrative matters in their absence. Coordinates and manages day-to-day activities of the department, including personnel, fiscal control, procurement and data processing; plans and coordinates the flow of work between professional and administrative support staff; supervises and trains support staff. Compiles and prepares reports; performs detailed research; conducts and or supervises special projects; actively participates in policy formulation to improve departmental operations. Serves as administrative liaison within the department and between other departments; attends a variety of staff, council, committee and board meetings to provide assistance to the department head; coordinates communications within the department and with others including the Mayor-President, Metropolitan Council, other department heads and the public. Arranges appointments and maintains a schedule for the department head; organizes meeting details, prepares agenda and materials, and handles follow-up activities. Informs division managers as to the status and progress of projects within the department. Composes correspondence and memorandums for the department head. Assists the department head in handling interruptions and emergencies.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of organizational structure, administrative policies and legislative procedures of City-Parish government. Knowledge of departmental operational policies and procedures. Knowledge of research techniques and the sources and availability of current information. Knowledge of business English, spelling, and arithmetic. Knowledge of the principles of office management and methods of application of such knowledge to varied work problems. Skill in the use of modern office equipment such as the telephone, calculator, copier, personal computer or terminal and related peripherals. Ability to analyze fiscal and administrative policies and to make and implement effective recommendations. Ability to organize and implement assigned projects. Ability to assume delegated authority in assigned areas. Ability to supervise the work of a moderate sized office staff; exercise initiative, independence, and sound judgment in supervisory duties. Ability to communicate effectively, both orally and in writing. Ability to maintain strict confidentiality of records and materials of a sensitive nature. Ability to work independently and effectively to resolve administrative problems. Ability to establish and maintain effective working relationships with management and staff, other departments, divisions, agencies and the public. Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the smooth operation of the department and division.
Bachelor's degree in business or office administration or a closely related field, supplemented by four years of administrative support experience, including three years of supervisory experience (may include project supervision).
CERTIFICATIONS / LICENSES / REGISTRATIONS
(Unless otherwise specified below, must possess at the time of appointment and must be maintained current throughout employment in this classification.) None.
OTHER JOB ASPECTS
Position(s) may require passing a typing (45 words per minute), word processing, spreadsheet and/or other computer skill test(s).
Unclassified job specifications may be revised at the will of the appointing authority.